PRESENTATION: 31 MAY 2004

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DEPARTMENT OF FOREIGN AFFAIRS
PARLIAMENTARY ADHOC COMMITTEE ON INTENATIONAL
RELATIONS

• PRESENTATION 31 MAY 2004

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OUTLINE OF PRESENTATION

• Introduction
• Priorities 2004/05
• Finance Issues
• Human Resources Issues

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INTRODUCTION

• A draft set of priorities were presented to the
  January and May 2004 Lekgotla by the Minister
• Priorities have been intergrated into the
  Business Plans of the various Business Units at
  Head Office and Missions
• Priorities seek to ensure focus on specific areas
  and a targeted use of resources in a given year

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PRIORITIES 2004/2005

• Facilitate the reform of the Global governance
  systems
• Consolidate the African Agenda
• Promote South-South Co-operation
• Enhance Political and Economic Relations
• Facilitate Human Resources Development
• Provide efficient and effective support services
• Other immediate priorities

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Missions
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State owned properties current Leases
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REDUNDANT PROPERTIES
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DFA establishment

• Advertised 301 posts
• The unfunded 622 posts will be filled over a
  long term period

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FINANCE
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DEPARTMENTS PROGRAMME STRUCTURE

• Programme 1 Administration
• To conduct the overall policy development,
  execution and management of the Department.
• To provide secure, economic housing and office
  accommodation to all staff members abroad, and
  the maintenance thereof
• Programme 2 Foreign relations
• To promote relations with countries, and to
  participate in international organisations and
  institutions, in pursuit of South Africas
  national values and international relations
  objectives.

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DEPARTMENTS PROGRAMME STRUCTURE

• Programme 3 Public Diplomacy and Protocol
• To promote South Africas Foreign Policy
  Objectives, project a positive image of South
  Africa and Africa, and provide State Protocol
  services.
• Programme 4 International Transfers
• To provide for the payment of membership fees to
  international organisations and transfer
  payments.

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HIGHLIGHTS

• South Africas role both bilateral and
  multilateral
• Peace processes
• Increased foreign representation
• International conferences
• Acquisition of capital projects
• Information Communication Technology
• Transfer payments
• Transformation within the Department

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DEPARTMENTAL BUDGET PROCESS
Policy direction by the Minister
Developed Four Options
Departmental Strategic Workshop
Cabinet Lekgotla Decisions
Reprioritization within Baseline
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2004 MTEF - POLICY OPTIONS R582m
Option 1 International Commitments R172 million
Developed Four Options
Option 2 Improving Service Delivery R84 million
Option 3 Capital works R121 million
Option 4 Special Projects R205 million
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2004 MTEF POLICY OPTIONS- R582m

• Option 1 International Commitments
• South - South Co-operation
• Joint Trilateral Comm
• Asian African Conference
• CARICOM Agreement
• Haiti Celebration
• Conflict Management Resolutions

• R172 m
• R55m
• R15m

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POLICY OPTIONS

• Option 1 cont...
• SA Participation in AU
• Increased International Representation
• UNDP
• Transfer Payment
• Option 2 Improving Service Delivery
• ICT - Master Systems Plan
• Capacity Building

• R15m
• R30m
• R39m
• R18m
• R84m
• R54m
• R30m

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POLICY OPTIONS

• Option 2cont
• Strengthening of Head Office Operations
• Foreign Service Institute
• Learnership Programme
• Option 3 Capital Works
• New Head Office Building
• Acquisition of Properties Abroad
• Refurbishments and Maintenance

• 2004/05
• R121m
• R6m
• R100m
• R15m

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POLICY OPTIONS

• Option 4 Special Projects
• 10th Anniversary Celebrations
• Presidential Inauguration
• African Renaissance Fund
• NEPAD Secretariat

• R205m
• R50m
• R30m
• R100m
• R25m

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CHALLENGES

• Increased role of South Africa in the
  International arena
• Peace initiatives in the region and continent
• NEPAD
• AU
• Exchange rate provision

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CHALLENGES Cont.

• Head Office Building
• Master Systems Plan( MSP)
• Properties Abroad
• CARICOM Agreement
• UNDP Building
• African Renaissance Fund

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Financial System for the Missions
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Key business drivers

• Meet financial reporting requirements.
• Comply with the requirements of PFMA.
• Phased approach
• Phase I consolidation and reporting.
• Phase II install a PFMA compliant financial
  system in all the missions.
• Phase III install the business cycle management
  processes.

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What is PHASE 1 ???

• Phase 1 is the development and implementation of
  a excel spreadsheet format Financial Management
  solution for DFA that will entail basically the
  following
• Missions capture their monthly financial data
  (expenses/receipts/budgets/journals/exchange
  rates) per currency on the templates provided.
• Missions send the templates to Head Office (can
  be automated by date) via secure email for
  timeous collection consolidation of monthly
  financial transactions (repository).

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Phase 1 -schematically
AXS1 Data in FMS code structure foreign
currency
Mission complete templates provided
Data emailed
F T P
BAS Data in BAS code structure rand value
FCS Finance balance mission accounts
Interface
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PROGRESS

• Phase 1 implemented as from 1 December 2003
• Phase 2 to be completed in June 2005
• Phase 3 to be completed in October 2005

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HUMAN RESOURCES
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Human Resources issues

• DFA establishment
• Highlights for 2003/4
• Employment Equity profile
• Organisational HR programme for 2004/5
• Organisational people challenges

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Summary recruitment drive 2003
Total posts advertised 234 Successfully
filled 178
Internal (Promotions) 75
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Summary- recruitment drive 2003 cont.
External 103
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Highlights for 2003/4

• Filled vacant funded posts in Head office (see
  summary in next slides)
• Filled vacancies in Missions
• Developed and implemented an orientation and
  training programme for new appointees
• Implemented workplace skills plan (training and
  development)
• Trained diplomats in line with the EE plan
• Implemented a Performance Management and
  Development System
• Implemented an extended programme for Employee
  wellbeing

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Progress on Transformation Employment Equity
Employment Equity continues to be a challenge for
the Department. Below is the current status on
the Employment Equity Profile.
EMPLOYMENT EQUITY GENDER PROFILE(30 April 2004)
Total number for people with Disabilities 22
(1) Attached is detailed Race Gender Profiles
for Head Office, Missions and Heads of Mission.
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Employment Equity profile
HEAD OFFICE RACE GENDER
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Programme for 2004/5

• Filling funded vacancies
• Develop job profiles for all jobs
• Conduct skills audit, which will result in
  personal profiles and personal development plans
• Implement Learnerships
• Speed up the implementation of transformation,
  including the development and implementation of
  the new EE plan with special focus on gender and
  disability issues
• Implement the Career and Succession Management
  framework
• Conclude the repositioning of the FSI
• Train and develop diplomats

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TRANSFORMATION OF FSI

• The Department engaged in the Benchmark exercise
• Five countries were visited Switzerland, France,
  The Netherlands, Cuba India
• Observations were made regarding
• - Access
• - Governance
• - Training delivery models
• - Short courses
• - Foreign language training

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TRANSFORMATION OF FSI Cont...

• Task Team has been proposed to take the process
  forward
• Resources for the process have been allocated in
  the 2004/05 Financial year

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Challenges facing the Department

• A representative pool of skilled diplomats
• Attracting skilled individuals from the
  designated groups, especially Women and people
  with disabilities
• Retaining senior women managers
• Creating an organisational culture that values
  diversity and encourages optimal performance
• Breaking silos across Branches.

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• END